SR-905-000 (3)
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JUN 2 6 1990
GS:SES:DB:JB::bat 06/19/90
(CCl137)
Council Meeting: June 26, 1990
Santa Monica, California
TO: Mayor and City Council
FROM: City staff
SUBJECT: Resolution Waiving Competitive Bidding and Authorizing
the city Manager to Negotiate and Execute a Contract
for Tenant Improvements to the First Floor Unimproved
Area of Ken Edwards Community Center
Introduction
This report recommends that the city council adopt the attached
resolution waiving competitive bidding and authorizing the city
Manager to negotiate
and execute
a contract wi th DTEC
construction in the amount of $229,800 for tenant improvements to
Ken Edwards Community Center.
Background
The original contract for construction of the Ken Edwards Center
did not include any tenant space improvements.
This work
involves new partitions and ceilings; modification of sprinkler,
HVAC, water and waste, and electrical systems; lnterior doors,
hardware and painting for this portion of the building.
Plans and specifications for the tenant improvements in the
unallocated space were designed by Laffin, Lietz, and Associates,
Architects. A Notice Inviting Bids was published on May 10 and
11, 1990 in the Evening outlook, and was sent to eight minority
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contracting associations. Plans and specifications were issued
to nine general contractors.
Only one bid was received, opened, and read publicly at 3:00 p.m.
on May 24, 1990.
Base bid
Alternative #1 (add)
Alternative #2 (add)
DTEC Construction
$268,760
17,865
14,720
Engineer's Estimate
$210,000
staff contacted all contractors who had requested plans and
specifications in order to determine why only one bid was
received. The majority of contractors were b1dding other work or
were unable to obtain necessary bids from subcontractors.
As indicated above, the bid received exceeded the City Engineer's
estimate for the project. To rebid the project would result in a
delay of two months due to the need to rewrite the specifications
to reduce the scope of the project and the need to allow
contractors adequate time to prepare bids. Such a delay is
inadvisable as this will further delay the use of the Center by
the Senior Nutrition Program and various community groups.
Staff has met with DTEC and believes the project can be built for
$229,800, exclusive of Alternatives #1 and #2. The scope of the
project would remain basically the same, however, some wall and
ceiling surfaces would be changed. The redesigned improvements
provide a minimum level of facilities for the affected tenants.
Staff believes Alternatives #1 & #2 (carpeting and folding wall
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partition) can be purchased more cost effectively through the
city's purchasing system.
Section 608 of the Charter of the city of Santa Monica states the
City Council, after rejecting bids, may determine by resolution
that the work may be purchased at a lower price on the open
market.
Budqet/Financial Impact
Funds required
Contract
Contingencies
Total
$229,800
30,200
$260,000
Funds in the amount of $104,600 are available in Account No.
01-720-262-20586-89~2-99036. Funds in the amount of $155,400
must be appropriated from the General Fund reserves in order to
complete the project.
Recommendation
It is recommended that City Council:
(1) Adopt the attached resolution rejecting bids and
waiving competitive bidding for tenant improvements to
Ken Edwards Comrnunlty Center;
(2) Appropriate funds in the amount of $155,400 from the
General Fund reserves to ClP account
01-720-262-20586-8912-99036; and
(3) Authorize the City Manager to negotiate and execute a
contract for the construction of tenant improvements to
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the Ken Edwards Community Center to DTEC Construction
in the amount of $229,800~ and
(4) Authorize the city Engineer to issue any necessary
change
orders
to
complete
additional
work
in
conformance with the Administrative Instructions.
Prepared by: Stan Scholl, Director of General Services
Peggy Curran, Director of Community & Econ. Dev.
Dave Britton, Acting city Engineer
Attachment: Resolution
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ALL FOR CIT4ItLERKfS ACTION
ORDINANCE #
Introduced:
Agenda Item #:
Adopted:
ALWAYS PUBLISH ADOPTED ORDINANCES
Cross out Attorneyfs approval
Was 1.t amended?
VOTE: Aff1.rmat1.ve:
NegatJ.ve:
Absta1.n:
Absent:
PROOF VOTES WITH ANOTHER PERSON BEFORE ANYTHING
DISTRIBUTION: ORIGINAL to he s1.gned, sealed and filed 1.n Vault.
NEWSPAPER PUBLICATION (Date:
Department or1.ginat1.ng staff report ( LaurJ.e L1.eberman)
Ord1.nances only for Attorney ( Claud1.a Thompson) 2
Management Servlces Lynne Barrette ORDINANCES ONLY 1
Agency rnentloned in document or staff report
(certlf1.ed?)
SubJect flle (agenda packet) 1
Counter f1.le 1
Others: (Rev1.ew
A1rport
Aud1torium
for departments who need to
Parking Auth.
Personnel
know) .
General Servo
L1.brary
Manager
F1re
I
Planning
Police
Purchas1.ng
Recr/Parks
Transportation
Treasurer
BU11d1ng Dept.
ClEO
Finance
SEND FOUR COPIES OF ALL ORDINANCES TO:
CODED SYSTEMS
120 Maln Street
Avon, New Jersey 07717
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SEND FOUR COPIES OF ALL ORDINANCES TO:
4
Rebecca Garrido
Santa Monica MUn1C1.pal Court
1725 Ma1n Street, Room 118
Santa Mon1ca, CA 90401
Total CopJ.es
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RESOLUTION NUMBER 8050 ( CCS )
(CITY COUNCIL SERIES)
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF SANTA MONICA AUTHORIZING THE CITY
MANAGER TO NEGOTIATE AND EXECUTE A
CONTRACT FOR THE TENANT IMPROVEMENTS TO
THE KEN EDWARDS COMMUNITY CENTER
WHEREAS, section 608 of the Santa Monica City Charter
provides that the City Council after rejecting bids may declare
and determine in its opinion that work may be purchased or
performed at a lower price in the open market or with City
employees; and
WHEREAS,
one bid was received for the tenant
improvements to the Ken Edwards Center: and
WHEREAS, the bid received for the work greatly exceeds
the City Engineer's cost estimate for the work,
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA
MONICA DOES RESOLVE AS FOLLOWS:
SECTION 1.
The City Council rejects all bids for
tenant improvements to the Ken Edwards Center.
SECTION 2.
In accordance with Santa Monica City
Charter Section 608, the City Council declares and determines
that, in its opinion, the tenant improvements to the Ken Edwards
Center may be purchased at a lower price in the open market, and
waives competitive bidding for the said improvements.
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SECTION 3. The City Manager is authorized to negotiate
and execute a contract for the tenant improvements at the Ken
Edwards Center.
SECTION 4.
The City Clerk shall certify to the
adoption of this Resolution, and thenceforth and thereafter the
same shall be in full force and effect.
APPROVED AS TO FORM:
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ROBERT M. MYERS
City Attorney
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Adopted and approved this 26th day of June, 1990.
D~ ~a~
I hereby certify that the foregoing Resolution No. 80S0(CCS)
was duly adopted by the City council of the City of Santa Monica
at a meeting thereof held on June 26th, 1990 by the following
council vote:
Ayes: Councilmembers: Abdo, Finkel, Genser, Jennings,
Ka t z , Reed, Mayor Zane
Noes: Councilmembers: None
Abstain: Councilmembers: None
Absent: Councilmembers: None
ATTEST:
~-dAM~~
ftssT tlty Clerk